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REGULAR MONTHLY COUNCIL MEETING

February 11, 2015


Approved Minutes

DATE:
TIME:
PLACE:

February 11, 2015


7:37 p.m.8:55 p.m.
Stratford Town Centre, 234 Shakespeare Drive

PRESENT:

Councillors Gary Clow; Gail MacDonald; Keith MacLean; and Steve Ogden; and
staff members Kim OConnell, Director of Finance and Technology; Jeremy
Crosby, Acting CAO; Joanne Weir, Recreation Director; and Mary McAskill,
Recording Clerk

REGRETS: Councillor Diane Griffin and CAO Robert Hughes


CHAIR:

Acting Mayor Randy Cooper

1. CALL TO ORDER

Acting Mayor Cooper called the Regular Monthly Council Meeting to order at 7:37 p.m. and
welcomed everyone in attendance.
2. APPROVAL OF THE AGENDA

It was moved by Councillor Keith MacLean and seconded by Councillor Gary Clow that the
agenda be approved as circulated. Motion Carried.
3. MINUTES

It was moved by Councillor Gary Clow and seconded by Councillor Gail MacDonald that the
Regular Monthly Meeting Minutes of January 14, 2015 be approved as circulated. Motion
Carried.
4. BUSINESS ARISING FROM MINUTES

Nil
At this time Councillor Clow took over as chair of the meeting and thanked everyone
for coming out for the budget presentation.
5. FINANCE AND TECHNOLOGY

a) Budget Presentation
Message from Acting Mayor, and Chair of the Finance Committee - Randy Cooper
It is my pleasure to present to you the 2015 Town of Stratford budget. For the 2014 fiscal
year, we are projecting a surplus of $319,000 which will help us once again exceed our
debt reduction target of 4% of revenue. Our revenue growth has slowed in the past few
years due to the cooling in the Island real estate market, and the unilateral change from a
tax credit to a grant imposed by the province in 2008. These two factors have made it
very difficult to meet the growing needs of the Town. Due to the new grant system, we

Regular Council Meeting February 11, 2015

now have less than half the revenue from the CUSA transfer than we would have if it was
still the tax credit system. This is a loss in revenue of $480,000 in 2015, and more than
$1,800,000 since 2008. This is a substantial amount of money that our municipality
should have in order to deliver important services and infrastructure to residents.
Municipalities have been trying to negotiate a fair revenue sharing agreement with the
province as recommended by the Commissioner on Land and Local Governance, but
after more than three years and many, many hours invested, we have made little progress.
We will continue to work with other municipalities to pressure the province to negotiate a
fairer revenue sharing agreement, so that municipalities can provide the services that our
residents need and want. Despite these challenges, Council is committed to prudently
managing the dollars entrusted to us by taxpayers. Property tax rates for residential
owners in Stratford will remain at the lowest rate for all large municipalities on PEI at
$.44 per $100 of assessment for residential properties, and $.99 per $100 of assessment
for commercial properties. In our effort to build the best community possible, we will
continue to make select investments in areas that are important to residents which I will
highlight this evening.
Town Revenue
In the 2015 Town budget, we are forecasting revenue of $5,625,200 which includes
government transfers of $917,000, and expenses of $4,839,800 with a resulting surplus of
$785,400. The Public Sector Accounting Board Guidelines now require that we show
government transfers as revenue in the year of purchase. This causes what appears to be a
large budget surplus, but in actuality the capital assets are depreciated over a period of
time, and we set our budget to ensure that there is sufficient cash flow to cover the
principal payments on any borrowing for the capital assets. The majority of the Towns
revenue is received from Property Tax and from the Municipal Support Grant from the
province. We budgeted for the Municipal Support Grant to remain at the same level in
2015. As stated earlier, this results in $480,000 less revenue than the tax credit system
that was in place prior to 2008.
Town Expenses
Town expenses are divided into six categories which are General Government; Finance
and Technology; Recreation and Culture; Infrastructure; Planning, Development and
Heritage; and Depreciation. Total expenses are up 8.0% over the 2014 budget. This is due
to a change in accounting policy for our depreciation expense, a full year civilian clerk
for the RCMP, increased cost for the Stratford library, economic development, transit and
beautification, staff and other expenses and targeted investments in support of our efforts
to build the best community possible!
TOWN VISI General Government

The expenses in the General Government category include all of the expenses that are not
attributable to the four line departments including police protection, fire protection,
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Regular Council Meeting February 11, 2015

Council expenses, CAOs office expenses, street lighting, transit, sustainability, citizen
engagement, library and animal control. We are very committed to creating the best
working environment that we can for our employees. Research shows that healthy and
happy employees are more productive and less likely to miss work due to sickness. To
that end, we have included $7000 in the 2015 budget to introduce and support the
practice of mindfulness to help employees focus better and feel less stress. As part of our
commitment to creating a more sustainable community, we have included $10,000 in the
2015 budget to kick start the development of a Community Energy Plan. The goals of
this project include reducing community energy use, increasing the use of renewable
energy, and reducing greenhouse gas emissions. We will collaborate with residents and
stakeholders on the development of the plan which should lead to cost savings for
residents, businesses and Town facilities from reduced energy use; increased energy selfsufficiency from local renewable energy sources; and additional local economic activity
from energy retrofits and renewable energy installations. We will also propose energy
efficiency standards for new development in Stratford. Other notable General
Government investments in the operating budget for 2015 include:

an allowance of $20,200 for an additional police vehicle


an increase from $50 per month to $100 per month to cover Council local travel
and communications expenses which has not been increased in many years
an increase of $6000 in the donations budget to reflect the increasing requests
from community youth for travel assistance and community organizations for
support
an increase in the honorarium for sub-committee members from $100 to $200 per
year to recognize their dedication and commitment to our Town
an allowance of $10,000 to continue our support of the buy local program.

In the 2015 capital budget, we included an allowance of $260,000 for the installation of
an emergency generator for the Stratford Town Centre, funded from the New Deal money
we receive from the federal government. The generator will allow the recreation area of
the building to be used as a community gathering spot in the event of an emergency
where there is a prolonged power outage. It will also assure the uninterrupted operation
of the Towns Emergency Operations Centre in the event of a declared emergency. With
the increased frequency and intensity of storms due to climate change, the Town is taking
steps to be prepared for whatever Mother Nature might throw our way. There is an
allowance in the capital budget of $135,000 for the enhancement of the Hillsborough
Bridge entrance to the Town, also funded from the New Deal program. This program
started in 2014, but was not completed due to the proposed location of structures in the
road right-of-way that were disallowed. We are now looking at other options to achieve
the sense of welcoming that we are striving for.
Other notable General Government investments in the capital budget for 2015 include:
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$25,000 for the installation of community signage in each subdivision to remind


people to slow down, move over and think of others as part of our ongoing efforts
to make the roads in Stratford safer for all users, motorized and non-motorized.

$15,000 for the completion of the installation of new street name signs with larger
lettering and the new Town brand. The private roads are all that remain to be done
and we expect to complete them in 2015.

Finance and Technology


In the Finance and Technology Department budget, the largest expense is the interest
payment on the Town debt. Each year the interest on the Towns long term debt has been
decreasing. We budget for a cash flow surplus to ensure that our annual principal
payments on long term debt is satisfied. The table shows how we are doing on debt
reduction.
Some of the additional investments we are making in order to build the best community
possible include:

The introduction of a web portal module to allow customers to access their utility
Accounts and pay online. This will also allow us to switch to electronic billing.

Purchase of a recreation and facility management module that interacts with our
accounting system.

Purchase of an asset management module for VueWorks to meet new Asset


Management guidelines required for government funding.

In 2015 we will be retendering for accounting services, insurance and photocopier/


multifunction machines.
Recreation, Culture and Events
In the Recreation Culture and Events Department budget, there is funding to support
more than 90 programs and events that the Town offers and/or supports each year. We
are planning to once again offer a summer day camp for kids in 2015. This was a pilot
project in 2011 and it has grown into a popular and successful program.
The Town of Stratford will continue to partner with Go PEI to develop wellness
programs for the residents of Stratford. In addition, the Town and the Stratford Area
Watershed Improvement Group will continue to partner on the community gardens at the
location across from Cotton Park that was started in 2013.
In 2014, the Stratford Farmers Market was established to enable local Island farmers and
artisans to sell their products directly to the public. The Town will continue to hold this
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Regular Council Meeting February 11, 2015

event at Cotton Park in 2015, and will be looking at ways to expand the market so it
becomes a repeated destination for residents and families in Stratford.
Other investments to help make Stratford the best community possible include:

Funding in the capital budget for the continued development of parks and
playgrounds ($50,000), resurfacing Kinlock tennis courts ($20,000) and another
art piece for the parks ($12,000).

Seed funding of $150,000 in the capital budget to develop a partnership for a


skateboard park in Stratford to support our active youth.

Funding of $25,000 in the capital budget to begin the development of a new major
municipal park at the Fullertons Creek Park. This will be funded by the
accumulated parkland reserve that was collected from subdivision developers
where cash was accepted in lieu of land and with New Deal funding.

Funding for the Pownal Rink in the amount of $50,000 and the CARI Pool in the
amount of $15,000.

Continued funding for arts and culture programming to ensure that residents can
strengthen all aspects of their physical, mental and spiritual health. The Artist in
Residence program held at Glen Stewart School, Cotton Centre and the Stratford
Town Centre was once again very successful in 2014. This program introduced
various aspects of art techniques to approximately 318 students attending Glen
Stewart School. Programs for preschool, youth, seniors and families were also
introduced with high numbers.

Staff will conduct a review and planning process to revamp our youth and family
programs. Through the resident survey, the Town hopes to get resident input on
the types of programs and events needed for youth and families.

Infrastructure
The Department of Infrastructure budget includes the maintenance of all Town owned
facilities, equipment, trails and sidewalks. Expenses are forecast to be up slightly in
2015, due to some minor increases in electricity and increased use of our facilities. Some
of the targeted investments to help make Stratford the best community possible include:

Repairs to the Cotton Centre facility including roof repairs, renovations to the
kitchen floor and cabinet refinishing, upgrading to the main entrance, and
renovation to the washroom in the arts and culture building at an estimated cost of
$26,000.

Regular Council Meeting February 11, 2015

Sidewalk and bike lane construction continues to be a priority in 2015. An


allowance of $400,000 is included in the capital budget, funded by New Deal
Funding.
This project is contingent on the Provincial Department of
Transportation and Infrastructure Renewal infilling the ditches along the proposed
alignment. The main section being considered for this year is the Georgetown
Road.

Other capital investments include the purchase of an additional public works


truck, heat pump repairs at the Stratford Town Centre, the addition of a storage
room and small storage building at the Stratford Town Centre, and sound system
upgrades totaling $53,000.

Planning, Development and Heritage Department


In 2015, the focus of the Planning, Development and Heritage Department will be
developing a new Zoning and Subdivision Control (Development) Bylaw to implement
the recently approved Official Plan. The capital budget includes money to finalize the
Diversity Fountain with the installation of the misting system. The salary budget includes
a position for a temporary planning technician to assist planning staff during the busy
development season.
Targeted investments to help make Stratford the best community possible include:

An allowance for a consultant to design a detailed storm water management plan


for the Dale Drive area which has experienced flooding during storm events.

In order to celebrate Stratfords Heritage, $12,500 will be available to the


Heritage Committee for the Stratfords Veterans Posters, a History of Stratford
(property ownership project) and publishing a book on the biography of
Stratfords Veterans in WWI, as well as signage for the Michael Thomas statue.

Capital Budget
We are budgeting $1,659,500 for capital items in 2015 which after infrastructure funding
in the amount of $1,420,000, will be a net cost of $239,500 to taxpayers. Funding
includes New Deal funding in the amount of $1,145,000, Provincial Infrastructure
funding in the amount of $150,000, anticipated Trans Canada Trail funding in the amount
of $100,000 and a $25,000 allocation from the Parkland Reserve Fund. In summary, we
are making strategic investments in priority areas to meet the needs of residents and to
build the best community possible, while being mindful of the trust placed in us by
taxpayers to be prudent and responsible with their money.
Stratford Utility Corporation
In 2014, the Towns growth was moderate compared to the hectic pace of the past several
years. The Utility now has more than 3,904 sewer customers and 3,164 water customers.
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I am pleased to report that there will be no increase in Utility rates in 2015. We are
budgeting for revenue of $2,663,000, most of which comes from unmetered customers.
Expenses are budgeted at 2,018,500 resulting in a $644,500 surplus. The significant
surplus is due to new Public Sector Accounting Board Guidelines that require
government transfers for the purchase of capital assets to be recorded as revenue in the
year of the purchase. Total budgeted Utility expenses for 2015 are approximately 1%
higher than the 2014 budget due mainly to increased infrastructure, increased staff costs,
and increased electricity charges. In 2013, we initiated a pilot metering project to gather
data on local water usage, to allow us to better examine the possibility of customer
metering. Metering provides accurate information about water use and informs
customers about the amount of water consumption in their homes and businesses, and
leads to significantly reduced water consumption. This is often without any noticeable
impact on customer lifestyles. Water consumption is reduced through repairs to leaky
faucets, toilets and fixtures, and through the use of low flow fixtures. Metering reminds
us to use water more efficiently. The required data has been collected for the metering
study and a recommendation will be made to Council on whether or not to move forward
with metering in 2016.
In the 2013 sewer system study, it was recommended that we perform an inflow and
infiltration investigation, to help to ensure that storm water was not getting into the
sanitary sewer system. One of the ways this happens is when sump pumps and
downspouts from eaves troughs are piped into the sanitary sewer system. The
introduction of storm water into the sanitary sewer system results in overflows in the lift
stations and the sewer treatment plant during heavy rain events. This leads to added
expense and less effective treatment of sewage due to higher flows and the additional
capacity required for accommodating the storm water. The project was scheduled to take
place in 2014, but was re-scheduled to 2015 due the completion of other more pressing
projects. An allowance is made in the 2015 budget for this investigation.
The Utility will continue its water conservation program efforts in 2015, in partnership
with the Stratford Area Watershed Improvement Group, to reduce water usage and
protect and enhance the watershed. A successful water conservation program will reduce
the per capita operating cost due to lower pumping rates, and may also result in the
deferral of capital costs for additional water supply to meet future demand in our growing
Town. In addition to water conservation initiatives, Town staff will continue with the
very successful water school program which helps to educate our youth on the proper
management and use of our precious water resources. In addition, the Utility will
continue with the toilet rebate program (Stratford 4.8 Toilet Rebate). Approximately
$8000 has been allocated for this initiative.
The Utility operation is part of the infrastructure department which, in addition to
maintaining the Towns infrastructure, is also responsible for the entire sewer and water
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infrastructure within the Town, including five wellfields and the waste water treatment
plant. Some of the targeted investments included in the Utility budget this year include:

Replacement of the Aptos Sewer Pump Station. This will allow the sewer system
to run more efficiently in the area ($160,000)

Water servicing to the Rankin Subdivision area ($1,000,000 contingent on


funding from the New Build Canada Fund)

Sewer installation on the Bellevue Road/Georgetown Road South ($650,000 of


which 50% will come from the surplus New Deal fund)

Upgrades to our Supervisory control and data acquisition (SCADA) system


($25,000). This will include enhancements to our communications system to
improve monitoring of sewer and water systems

Replacement of the roof at the waste water treatment plant maintenance building
$6000, crane or boom truck for removal and maintenance of the blue frog system
devices $20,000, and landscaping/screening and site remediation of the Geotubes
and their contents $50,000.

In summary, we will be looking closely at our long term Utility needs in 2015, with a
view to developing a long term financial plan and rate model to ensure that rates are
equitable among our customers, sufficient to meet our long term needs, stable, fair and
predictable for our customers.
RESOLUTION
It was moved by Deputy Mayor Cooper and seconded by Councillor MacLean that the
budget document be approved as presented.
Discussion:
Question:

Nil
CARRIED

b) Resolution FT001 Adoption of the 2015 Operating Budget


Moved by Councillor Keith MacLean
Seconded by Councillor Gail MacDonald
WHEREAS the Town of Stratford complies with Public Sector Accounting Board
guidelines, which means that government transfers for the purchase of capital assets are
recorded as revenue in the year of the purchase. This causes what appears to be a large
budget surplus, but in actuality, the capital assets are depreciated over a period of time and
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Regular Council Meeting February 11, 2015

we set our budget to ensure that there is sufficient cash flow to cover the principal payments
on any borrowing for the capital assets.
BE IT RESOLVED that the 2015 Town of Stratford Operating Budget with revenue of
$5,625,200 and expenses of $4,839,800 for a surplus of $785,400 be approved in
accordance with the attached revenue and expense tables:
Operating

A ctual 2013

Budget 2014

Budget 2015

$3,095,076

$3,236,700

$3,361,200

CUSA Grant

$896,780

$896,800

$905,700

Government Grants

$552,050

$343,000

$917,000

$9,000

$9,000

$10,000

$233,201

$225,300

$231,300

Police Fines

$60,709

$62,000

$70,000

Fees and Permits

$56,031

$58,800

$57,400

$3,148

$2,600

$2,100

$54,711

$72,800

$70,500

A ctual 2013

Budget 2014

Budget 2015

$4,970,605

$4,907,000

$5,625,200

Actual 2013

Budget 2014

Budget 2015

$1,896,417

$2,050,700

$2,143,400

Finance Expenses

$561,406

$553,300

$559,900

Recreation Expenses

$588,469

$653,300

$668,200

Public Works Expenses

$605,301

$634,000

$656,900

Planning Expenses

$325,879

$321,700

$300,400

Depreciation

$511,357

$242,000

$511,000

Actual 2013

Budget 2014

Budget 2015

$4,488,829

$4,455,000

$4,839,800

Actual 2013

Budget 2014

Budget 2015

$455,181

$452,000

$785,400

Property Tax

Salary Recovery
Rent Income

Interest Income
Recreation
Other
Total Revenue
Total Revenue

Operating
General Government Expenses

Total Expenses

Total Surplus

$9,900

BE IT FURTHER RESOLVED that the non-commercial municipal tax rate be set at $0.44
per $100 of assessment for 2015.
BE IT FURTHER RESOLVED that the commercial municipal tax rate be set at $0.99 per
$100 of assessment for 2015.
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Regular Council Meeting February 11, 2015

Discussion:
Question:

This resolution bears the recommendation of the Finance and Technology


Committee and the Committee of the Whole.
CARRIED

c) Resolution FT002 Adoption of 2015 Capital Budget


Moved by Councillor Keith MacLean
Seconded by Councillor Gary Clow
BE IT RESOLVED that the attached 2015 Capital Budget be approved in the amount of
$1,659,500 less New Deal funding of $1,145,000, less Trans Canada Trail funding of
$100,000, less Provincial Infrastructure Funding of $150,000, less Parkland Reserve of
$25,000 for a net Town Capital Budget of $239,500.

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Regular Council Meeting February 11, 2015


Capital

Budget 2014

Budget 2015

$50,000

$50,000

$6,000

$13,000

$40,000

$34,000

Sidewalk/Bike Path Construction

$440,000

$400,000

Trail Construction

$300,000

$200,000

Core Area Capital Projects

$0

$0

Signage/Branding program

$25,000

$15,000

Equipment Replacements/Additions

$40,000

$24,000

Town Centre Capital Repairs/Additions

$51,500

$38,000

Cotton Park Building Repairs/Additions

$8,000

$26,000

Other Building/Grounds Repairs/Additions

$50,000

$10,000

Public Art

$12,000

$12,000

Computer Hardware

$28,000

$22,000

Skateboard Park

$50,000

$150,000

$200,000

$135,000

$20,000

$5,500

$300,000

$0

Traffic Calming/Signage

$50,000

$25,000

Wellfield Park

$65,000

$225,000

Paving

$25,000

$15,000

$0

$260,000

Budget 2014

Budget 2015

$1,760,500

$1,659,500

Budget 2014

Budget 2015

New Deal Funding

$792,000

$1,145,000

Trans Canada Trail (pending approval)

$240,000

$100,000

Provincial Inftrastructure Fund

$300,000

$150,000

$65,000

$25,000

Budget 2014

Budget 2015

$1,397,000

$1,420,000

Budget 2014

Budget 2015

$363,500

$239,500

Park Development
Recreation Centre Equipment
Recreation Capital Projects

Entry and Waterfront Landscaping


Diversity and Inclusion Fountain
RCMP Office Upgrade

Town Centre Generator


Total Capital Expenses

Capital Funding

Parkland Reserve
Total Capital Funding

Net Capital Expenditure

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Discussion:
Question:

This resolution bears the recommendation of the Finance and Technology


Committee and the Committee of the Whole.
CARRIED

d) Resolution FT003-2015 Adoption of the 2015 Utility Operating Budget


Moved by Councillor Gary Clow
Seconded by Councillor Steve Ogden
WHEREAS the Stratford Utility Corporation complies with Public Sector Accounting
Board guidelines which mean that government transfers for the purchase of capital assets are
recorded as revenue in the year of the purchase. This causes what appears to be a large
budget surplus, but, in actuality, the capital assets are depreciated over a period of time and
we set our budget to ensure that there is sufficient cash flow to cover thel principal
payments on any borrowing for the capital assets.
BE IT RESOLVED that the attached 2015 Stratford Utility Corporation operating budget
with revenues of $2,663,000 and expenses of $2,018,500 for a surplus of $644,500 be
approved as follows:
Operating

Actual 2013

Budget 2014

Budget 2015

$1,621,102

$1,626,500

$1,668,400

$112,336

$120,100

$116,900

Frontage Charges

$59,110

$44,600

$49,600

Penalty Charges

$30,341

$25,000

$20,000

Connection Fees

$11,342

$2,500

$2,500

Unmetered Sales
Metered Sales

Government Transfers
Interest Income
Other Income

$882,653
$2,582

$805,400
$100

$75

$100
$100

Donated Capital

$38,716

$100

Total Revenue

Actual 2013

Budget 2014

Budget 2015

$2,758,257

$1,818,900

$2,663,000

Actual 2013

Budget 2014

Budget 2015

$1,984,103

$1,470,700

$2,018,500

Actual 2013

Budget 2014

Budget 2015

$774,154

$348,200

$644,500

Total Expenses

Utility Surplus

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Regular Council Meeting February 11, 2015

Discussion:
Question:

This resolution bears the recommendation of the Finance and Technology


Committee and the Committee of the Whole.
CARRIED

e) Resolution FT004-2015 Adoption of the 2015 Utility Capital Budget


Moved by Councillor Gary Clow
Seconded by Councillor Keith MacLean
BE IT RESOLVED that the attached 2015 Stratford Utility Corporation Capital Budget
be approved with total capital expenditures of $1,936,000 less New Deal funding of
$327,000 and Build Canada funding of $666,700 for a net capital expenditure of
$942,300.
Discussion:
Question:

This resolution bears the recommendation of the Finance and Technology


Committee and the Committee of the Whole.
CARRIED

6. PRESENTATIONS FROM THE FLOOR

John Salter from Tea Hill introduced himself and stated that he was very pleased to see there
is funding for the sidewalks for the Georgetown Road. In that section you noted that this is
contingent upon the province infilling the ditches. Has anything been done in terms of
contacting the province. Councillor Cooper explained that the requests have been made, but
the province is not prepared at this time to announce what they will be doing in 2015. He
added that there was infilling in 2012 and 1013, but not in 2014, so we are being hopeful for
this year.
Mr. Salter stated that one other issue he will note is the water. Since the last time I made a
presentation both my wife and I have spoken with several neighbours on Edgehill Terrace
who have been informed that their water is contaminated. One individual, just recently had
a quadruple bypass and he could not use his own water to cleanse his wounds basically
they had to buy bottled water so he could keep the scars from his surgery clean and that is a
pretty sad situation. It is my understanding that there is at least two if not three households
that are affected by this. When there is a power outage, we have to rely on bottled water, and
to flush toilets we have to fill buckets full of water prior to an anticipated outage, and
hopefully we dont get caught. Notice there is money being funded towards improvements
towards the Rankin subdivision, and I have no problems with that or with the other projects.
I applaud them all. I would just like to see the same consideration be given to our
subdivision.

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Regular Council Meeting February 11, 2015

Councillor Cooper stated that we dont interact during the Council meeting, but we certainly
accept presentations from the floor. However, he noted that following the meeting he would
be more than happy to meet with anyone.
7. CARI REPORT

Report
Included in the package for Council to review.
8. CORRESPONDENCE

A list of all correspondence sent and received since the last Council meeting was included in
the meeting package.
9. MAYORS REPORT

Acting Mayor Cooper noted that he and Jeremy Crosby, Acting CAO attended an important
meeting today with Minister Gail Shea to discuss the Build Canada Fund. Also in attendance
was the City of Summerside, and the City of Charlottetown. We wanted to let the Minister
Shea know what our priorities are, including a new fire station/ems building that doesnt
currently meet the guidelines. However, we hope to work with the Minister and other groups
to get that clarified. Acting Mayor Cooper noted that it was a productive meeting and
everyone is looking forward to continuing discussions on the issue.
Acting Mayor Cooper stated that he recently attended a dinner to help raise funds for
supplies for Camp Gencheff, and was happy to report that they raised just over $20,000.
10. CHIEF ADMINISTRATIVE OFFICER

Report included in the package for review.


11. INFRASTRUCTURE

a) Report
Councillor Clow stated that the Infrastructure Committee held their first meeting on
January 20. The committee spent time discussing the budget, and the waste water
treatment plant screener - construction of the building is complete and we are awaiting
the final installation for the mechanical equipment.
It was noted that residents are taking advantage of our toilet rebate program. Thirty
utility customers have already received a rebate.
Councillor Clow stated that applications have been submitted to the New Build Canada
Funding Program for the following projects: Rankin subdivision; Keppoch
Estates/Harbour Hill Sewer; Slow Acres Sewer; and Cove Road Sewer/Corish pumping
station upgrade. The applications have been received by the federal and provincial
representatives and are currently being reviewed and we should hear back soon which
projects have been approved for 2015.
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Regular Council Meeting February 11, 2015

The Infrastructure staff has been very busy clearing snow throughout the Town. The
contractor hired to look after the sidewalks is doing a good job - given all the snow we
have received over the past three weeks. Councillor Clow added that Town staff is also
doing a great job keeping the Town Hall and recreation centre clear of snow and ice.
Staff has also been busy doing some interior painting and maintenance at the Town Hall
to keep up with the wear and tear from all the activities that take place in the Town Hall
and the recreation centre.
It was noted that there were no major issues with the sanitary collection system or the
water distribution system during the past month.
Councillor Ogden stated that it notes in the minutes that there was some discussion on the
Trans Canada Trails and he wondered if there was any discussion about extending the
trail across the bridge to make it safer. At one point the Active Transportation
Committee was working on it and he asked Councillor Clow if he could bring back some
information to the next meeting.
12. RECREATION, CULTURE AND EVENTS
a) Report
Councillor MacDonald gave a brief overview of the report noting that the second term of
our fall/winter program schedule resumed after the Christmas break. Our after school arts
& crafts program is offered to youth in grades 1- 3. The program began on January 15
and operates every Thursday from 2:30 to 4:30 p.m., and will run for a total of eight
weeks. The registration fee of $55 covers the cost of the instructor and supplies.
Go PEI programs are still being offered. The Learn to Run program is offered on
Wednesday evenings at 6:00 p.m. and they meet at the Stratford Town Centre. The
program started on January 28 and will run for 10 weeks.
Councillor MacDonald noted that a pickleball program is also being offered on Monday,
Wednesday and Friday in the gymnasium.
The outdoor ice surface at Bunbury was prepared and was available to the public the
second week of January and Pondside Park is also up and running.
Staff met to review their work plans for 2015. A wide host of programs, events, and
service goals are being pursued through strategic objectives and goals.
Councillor MacDonald noted that there are still three free public skates remaining at the
Pownal Sports Centre February 21, 28, and March 21. Skates times for all skates are
3:20 p.m. to 4:20 p.m.
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Regular Council Meeting February 11, 2015

The Annual Winter Carnival will be held from February 19 to February 22 and a wide
host of activities will be provided. New events this year include the youth pink shirt
party for grades 4-6 and 7-9 (separate times) and the Stratford Rotary Club will be
hosting a masquerade with a dinner and dance.
12. PLANNING, DEVELOPMENT AND HERITAGE

a) Report
Included in the package for Council to review. In Councillor Griffins absence
Councillor Ogden gave a brief overview of the report noting that there was just one item
of business. An application was received from Larry Stewart to construct a 3 unit
Townhouse as a conditional use on parcel number 479394 located at 222 Stratford Road.
A resolution on this item has been prepared.
b) Permit Summary
The permit summary was included in the package for Council to review. The numbers
are still fairly low, but they have come up from this time last year.
c) Resolution PH002-2015 Larry Stewart Conditional Use 3 Unit Townhouse
222 Stratford Road
Moved Councillor Steve Ogden
Seconded by Councillor Gary Clow
WHEREAS an application has been received from Larry Stewart to construct a 3 unit
townhouse on parcel number 479394 (approx. 17,172 sq.ft.) located at 222 Stratford
Road; and
WHEREAS this property currently contains an old single family dwelling that is in very
poor condition. It has been proposed to demolish this dwelling to allow for the 3 unit
townhouse to be constructed. This property is fully serviced with municipal sewer and
water and all 3 driveways will be located on Stratford Road; and
WHEREAS the property is located within a Two-family Residential Zone (R2), where
Townhouse or Row House Dwellings having up to 6 units are considered to be
Conditional Use, subject to such terms and conditions as shall be imposed by Council;
and
WHEREAS the bylaw requirement for Townhouse development is 14,000 sq. ft. for the
first 3 units, and 3,000 sq. ft. for each additional unit. This lot has approximately
17,172sq.ft and is being proposed for a 3 unit building therefore it exceeds the minimum
lot size requirements and has almost enough land for a fourth unit; and

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Regular Council Meeting February 11, 2015

WHEREAS a survey of land use has been completed for the area surrounding this lot on
Stratford Road showing a total of 15 lots containing 1 duplex, 14 single family dwellings
and no vacant lots. With a mix of land use within the area and all new driveways
fronting on Stratford Road which is considered to be a collector street, the addition of a 3
unit townhouse should not have any negative impacts on the neighborhood.
BE IT RESOLVED that approval be granted for an application from Larry Stewart to
construct a 3 unit Townhouse as a conditional use on parcel number 479394 (approx.
17,172 sq. ft.) located at 222 Stratford Road subject to the development meeting all other
relevant provisions of the bylaw.
Discussion:

This resolution bears the recommendation of the Planning Development &


Heritage Committee.
Jeremy demonstrated the request with the use of the overhead. It was
noted that it is not required that this item goes to a public meeting because
it is a conditional use of the property in the current zoning.

Question:

Councillor Clow stated that if he had a single family home and there was a
triplex going up beside him he might have a concern. Councillor Ogden
noted that a similar dwelling went up on Barkley Avenue and it actually
increased the property values.
CARRIED

13. COMMITTEE OF THE WHOLE

a) Resolution CW003-2015 Date Change of the November Council Meeting


Moved by Councillor Gail MacDonald
Seconded by Councillor Gary Clow

WHEREAS Town Council meetings are held every second Wednesday of each month; and
WHEREAS in November the second Wednesday of the month falls on Remembrance Day.
BE IT RESOLVED that for the month of November the Stratford Town Council meeting
will be held on Thursday, November 12 at 7:30 p.m.
Discussion:
Question:

This resolution bears the recommendation of the Committee of the Whole.


CARRIED

14. SAFETY SERVICES

a) Report
Included in the package for Council to review.
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Regular Council Meeting February 11, 2015

b) Street Light Report


We have received some requests for street lights and we are clarifying with Maritime
Electric whether or not they are installing LED lighting as replacements or new requests.
c) RCMP Report
The RCMP Report for the month of January was included in the meeting package for
Council to review. The RCMP has given fewer warnings and more tickets. Staff Sgt.
Crowther noted that people are getting the message that if they speed they will get a
ticket there were 41 tickets written this January to 6 last January. We requested
additional patrols around Rogerson Crescent - there is a stop sign there that is being
ignored and causing some safety issues. We have also asked the province to install better
stop lines on the road. This issue will be addressed in the next issue of our newsletter.
It was noted that we are having difficulty with people causing trouble with four wheelers
on the trails, and also some trouble with people snowmobiling in the Town. Councillor
Ogden noted that these issues are being dealt with by the RCMP.
Councillor Clow noted that the portable speed sign the province has on the Trans Canada
Highway by Balderstons is working. He noted that he has pulled over just to watch the
traffic and about 90% of drivers are slowing down. He also noted that the RCMP is
putting messages on our sign board and a lot of good comments have been received from
residents regarding these messages.
d) Humane Society Report
The Humane Society Report for the month of January was included in the meeting
package for Council to review.
e) Transit Report
The Transit Report for the month of January was included in the meeting package for
Council to review. Transit numbers are trending upwards again.
Councillor Ogden read the following regarding the transit initiative:
The Town of Stratford, the City of Charlottetown and the Town of Cornwall have
partnered with T3 transit on what is called A Love Transit Event taking place Friday,
February 13 just in time for Valentines Day. Councillors from Stratford, Charlottetown
and Cornwall will be on select morning routes handing out snacks to show some love to
transit riders. At the same time, Charlottetown, Stratford, Cornwall and Trius want to
hear from the public and what they love about transit. Riders can let their councillors
know or send feedback to Charlottetowntransit@pei.aibn.com. We are also asking
people to tweet some love using #lovetransit or @transit. Councillor Ogden stated that
this initiative is to raise the profile of the transit system. To let people know that it does
exist and it is being used.

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Regular Council Meeting February 11, 2015

f) Fire Company

Councillor Ogden stated that the fire company indicated that January was a very
active month with both accidents and fires.
15. SUSTAINABLITY

a) Report
The report was included in the package for Council to review. Acting Mayor Cooper
noted that he didnt attend the meeting but added that some of the items discussed were
the gateway enhancements, the expansion of the business park, cosmetic pesticides, a
community action plan, and a Stratford business group.
16. ACCOUNTABILITY AND ENGAGEMENT

a) Report
The report was included in the package for Council to review. Councillor MacLean
noted that the committee is working on the resident survey and the key performance
indicators (kpis). What we are measuring, how we are measuring and the time lines. He
noted that Robert introduced the committee to the Global Governance to get feedback
from the committee. Councillor MacLean would like to welcome Patrick LeVeque who
has taken an interest in our Town and will be an active member of the committee.
In regards to the pesticide issue, the committee does plan to engage the public to solicit
their input.
17. HUMAN RESOURCES

a) No Report
b) Resolution Hr001-2015 Personnel Policy Amendment Regarding Overtime
Moved by Councillor Gary Clow
Seconded by Councillor Gail MacDonald
WHEREAS the Overtime Section , Section 5(b) of the Personnel Policy was recently
amended which included the establishment of on-call pay at 2.5 hours per week at timeand a half; and
WHEREAS the on-call pay is not working as well as intended because of differences in
on-call shifts.
BE IT RESOLVED that the Personnel Policy, Policy # 2000-HR-01, be hereby amended
as follows:
In Section 5(b), Overtime, replace
On Call Pay
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Regular Council Meeting February 11, 2015

Employees who are required to be available for calls shall be paid two and one half extra
hours of paid overtime (2.5 x 1.5 hourly rate) for each week they are on call.
with
On Call Pay
Employees who are required to be available for calls shall be paid $.70 for each hour that
they are on call. Utility employees shall also be paid an additional $.30 per hour for each
hour that they are on call as compensation for taking calls that they can resolve without
reporting to work via electronic alarm and control systems and no overtime shall be
claimed or paid for such calls.
Discussion:
Question:

It was noted that this resolution bears the recommendation of the Human
Resources Committee.
CARRIED

c) Resolution HR002-2015 Unpaid Leave Request


Moved by Councillor Gary Clow
Seconded by Councillor Steve Ogden
WHEREAS Mary McAskill has requested 7 days of unpaid leave from April 27 to May 5
inclusive; and
WHEREAS, in accordance with Section 4-c of the Personnel Policy, a leave of absence,
with or without pay, must be approved by Council.
BE IT RESOLVED that the request from Mary McAskill for 7 days of unpaid leave from
April 27 to May 5 be approved.
Discussion:
Question:

It was noted that this resolution bears the recommendation of the Human
Resources Committee.
CARRIED

18. OTHER COMMITTEES

a) Stratford Seniors Complex


The report was included in the package for review. Councillor MacDonald gave an
overview of the report noting that the committee reviewed the terms of reference and the
committee bylaws. Alma Birt gave the interior report. Alma keeps the committee up to
date on any concerns regarding the tenants and the building. An exterior maintenance
report was given by Gerry OConnell who keeps a close eye on the building for any
issues that may arise. The financial report and the CMHC Operating Agreement were
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Regular Council Meeting February 11, 2015

reviewed. The Seniors Complex Policy was also reviewed for the benefit of the new
committee.
There will be one unit coming available on April 1, 2015 and the waiting list will be
accessed to fill the vacancy.
19. PROCLAMATIONS

Nil
20. OTHER BUSINESS

Nil
21. ADJOURNMENT

There being no further business, the meeting adjourned at 8:55 p.m.

_____________________________________
Randy Cooper, Acting Mayor

21

___________________________________
Jeremy Crosby, Acting CAO